Second only to the Gleneagles Summit, the JHA Informal in Sheffield, was the most high profile and security sensitive event hosted by the UK Government during its G8 Presidency. The Home Secretary and UK Ministers, together with their G8 equivalents, including the US Attorney General and the Secretary of Homeland Security, came together to discuss issues such as transnational organised crime, human trafficking, illegal immigration, drugs, counter terrorism and good governance in Africa.

The Glasgows Group was commissioned by the Home Office to undertake the entire management and delivery of the event. The main proceedings were centred at the Marriott Hotel. The City of Sheffield co-hosted a welcome reception and dinner at the Winter Gardens and Millennium Galleries. A gala dinner was also held at the Cutlers’ Hall. The management of this multi-agency event took place within a challenging time-frame of five months. It involved the co-ordination of activities with South Yorkshire Police, Sheffield City Council, Securicor, The Government Car Agency, airports, railway stations and Delegations from the 8 nations and officials of the (then) EU Presidency (Luxemburg).

Security was paramount and a ‘ring of steel’ was installed around the Marriott Hotel to create a sterile and secure environment. Detailed accreditation systems were established to meet Home Office and South Yorkshire Police requirements, and photo identity, bar-coded badging put in place for every aspect of the event. A security chalet was located at each venue with scanning and x-ray detection equipment used to maintain the integrity of the sites.

Detailed travel and accommodation arrangements were undertaken for all the delegation members with personalised schedules for ministerial parties from their home countries, through UK entry points, to the meeting venue. Welcome services were provided at airports and railway stations. Transportation for ministerial convoys was provided and coordinated with precision, covering movements between airports, venues, delegation hotels and the media centre.

All catering needs, including ethnic and cultural requirements, were provided for with special menus and entertainment at the summit and at social functions. A partners’ programme was also developed.

The Glasgows Group provided functionality in the main meeting room with furniture, sound, AV, and interpretation support. In addition, an entire IT and secure telephony infrastructure was installed across the site to service the needs of the delegations and ministers. Fully functioning office suites were created for each delegation and a Salle d’Ecoute created for observers. Technical equipment was also provided at the reception and gala dinner events.

Specialist structures were put in place to service the operational needs of South Yorkshire. Supplementary power was provided and contingency arrangements made to ensure uninterrupted power to the site overall. Police and to create a media chalet to host press conferences and briefings. An independent media centre was also set up and managed at another city centre hotel with full security, technical support and catering.

Design, print and branding was undertaken, including screen savers, handbooks, menus, banners, media backdrops and signage.

Services provided:

• Management of ministerial and delegate registration
• Management of catering
• Management of accommodation
• Management of transport
• Airport and railway station travel desks
• Provision of on-site security services
• Full event production including lighting and sound
• Accredited badging
• Provision of structures
• Provision of additional power and contingency arrangements
• Provision of media chalet including staging, backdrop, lighting, sound, ISDN and media feeds, camera relay and support media management

IT infrastructure including:

• Site-wide Cat5 infrastructure
• Secure network design and implementation
• Domain hosting
• SMTP email for all users
• Broadband Internet access to all computers
• Wi-fi Internet access in designated zones
• Support for VPN access

Telephony including:

• Site-wide telecoms infrastructure
• Provision of PBX system
• Installation of ISDN-30 (Multi-channel digital circuit)
• Provision of 60+ direct dial extensions throughout the site
• Call monitoring and logging
• Voicemail
• Call forwarding
• Full PBX system configuration, management and support

Interpretation in six languages with whispering interpretation services at bilateral meetings and dinners